Software for gymnastics academies, martial arts schools and kids sports clubs

Gymnastics academies, karate and taekwondo schools and kids sports clubs run on the same rhythm as a gym: students join, fees fall due, parents need reminding and coaches want to know who is turning up. This guide shows how such a centre can use GymFlow for fees, renewals, attendance and WhatsApp reminders to parents, and what it does not cover, such as batch timetables and skill levels.

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The jobs an academy shares with a gym

• Fees come due every month or every term, and some families pay in parts.
• Parents forget, so someone has to remind them.
• Coaches want to know who is actually attending.
• The owner wants to know who is about to leave.

These are the jobs GymFlow does for a gym. The difference is that your member is a child and the person who pays and reads the messages is a parent.

How to set it up for a children's centre

1. Name your plans after your programmes, for example "Beginner gymnastics, monthly". A plan can be monthly, quarterly, annual or any length from 1 to 24 months, so a three-month term is a plan of 3 months. Each plan has its own fee and admission fee.
2. Use the parent's mobile number as the member's number. WhatsApp reminders go to the number saved on the member, so that is how they reach the parent. The messages are written with the member's name, so the child's name appears in them.
3. Add a date of birth if you want birthday wishes to go out.
4. Import your current list from Excel or CSV if you have one. See import and export.
5. Record each fee as it is paid. The renewal, payment due and expiry reminders depend on it.

Fees: terms, part payments and siblings

You enter the fee for each member yourself, so a sibling can be charged less. If a family pays part now and the rest later, the balance stays on the member as a pending due until it is cleared, and a payment due reminder with the amount goes to the saved number about every 3 days, up to 7 times. See fees and dues.

Attendance for classes

A check-in screen at the entrance records each visit as Morning or Evening. Younger children cannot type an ID number, so the parent or a coach would type it at drop-off. Each visit is saved with a check-in and a check-out time. See how to track gym attendance.

The attendance report lists members with a current plan who have not checked in for 7 days or more. That suits centres where students come several days a week. If your classes meet once a week, a student who misses one class will appear on that list.

WhatsApp reminders to parents

Welcome, renewal, expiry, expired, payment due and birthday messages go out by themselves. The wording is fixed by templates approved by Meta, and each message carries your centre's name and the member's name. When you send one yourself from a member's page, you can read it in a preview first. See WhatsApp automation for gyms for the schedule.

You are responsible for having permission to contact families on WhatsApp, and they can ask you to stop messaging them. Collect only the details you need.

What GymFlow does not do for an academy

• No timetable, batches or class groups. Students are not grouped into classes, and there is no booking.
• Two sessions only. Attendance is recorded as Morning or Evening.
• No skill levels, belts or grades. It does not track a student's progress through a syllabus.
• No competition or event registration.
• No payment collection and no GST invoices. It records payments but does not take them.
• One location. It is not built for several branches.
• A gym-style member app. The member app is optional. It asks the member to set an email address and a password, so for young children that would be the parent. Its workout programs are written around gym exercises. Leaderboards can be switched off for your whole centre.

Common questions

Can parents get the reminders?

Yes, if you save the parent's mobile number on the member. Messages go to the number saved on the record and only to valid 10-digit numbers.

Can I charge by term?

Yes. Choose a plan length of 1 to 24 months and enter the fee. GymFlow works out the expiry date from the start date.

Does GymFlow handle batches by age group?

No. It does not group students into batches or classes. You could put the age group in the plan name, for example "Under-10 gymnastics, monthly", so it shows on the member.

Is there a free option?

There is a 14-day free trial with every feature and no credit card. After that, a free forever plan covers up to 50 members without the member app, and WhatsApp messages on it need the add-on. See pricing.

Who it is for

Owners of gymnastics academies, martial arts schools and kids sports clubs who sell monthly or term memberships and want to stop chasing fees and renewals by memory. A centre for adults, such as a yoga or dance studio, has a similar list on fitness studio management software.

Related features

• Fees and dues: Record cash, UPI and card payments, collect part payments and see who owes what.
• WhatsApp reminders: Automatic welcome, renewal, expiry, due and birthday messages. No per-message charge.
• Software for fitness studios: What GymFlow does for yoga, Zumba and dance studios, and what it does not do.

See all GymFlow features or go back to the home page.